Booster Club Resource Center: Start Here

A booster club works best when the calendar, budget, approvals, purchasing records, and officer handoff are documented. Start with those five systems before adding more fundraisers or projects.

The five core systems

• Annual calendar tied to tryouts, first game, last game, elections, and awards

• Program budget with restricted and unrestricted funds separated

• Written approval and purchasing process

• Vendor and order record with quotes, proofs, rosters, invoices, and delivery dates

• Officer transition folder with access, deadlines, commitments, and open issues

Clarify uniform and equipment authority

Define what belongs to the school, coach, athletic department, booster club, athlete, or parent. The club should not assume it owns the purchasing decision simply because it raises the money.

• Who sets product and brand requirements

• Who confirms governing-body compliance

• Who approves logos and school marks

• Who signs the quote or purchase order

• Who receives and distributes goods

• Who handles defects and late additions

Build the annual rhythm

• 90–120 days before season: needs assessment and vendor options

• 60–90 days before: budget approval, sizing, and design direction

• 30–60 days before: roster, proof, order, and fundraiser execution

• During season: reconcile orders and document replacements

• After season: asset count, financial close, and officer handoff

Use repeatable tools

• Annual budget template

• Uniform and equipment ordering timeline

• Vendor comparison worksheet

• Fundraising goal calculator

• Team-store questions checklist

• Officer transition checklist

• Awards banquet checklist

• Texas sales-tax explainer

Next step

Start with the budget tool at https://www.legendsathleticsupply.com/team-budget-template. For help applying this to your program, contact Legends at https://www.legendsathleticsupply.com/contact.

Last reviewed: August 2026. School policies, tax treatment, legal requirements, pricing, and timelines can change. Confirm current requirements with the appropriate authority.